TEXAS STATEWIDE RESOURCE SHARING STRATEGIC PLANNINGSESSION

20-21 January 2004

Summary Report

By Ann Joslin

April 2004

APPENDIX A

AGENDA

Purpose:

To bring representatives of all stakeholder groups together to discuss future programming that will ensure the continuity and growth of TexShare and its services in the context of statewide resource sharing.

Desired outcomes:

· Affirmation of the TexShare principles

· Recommendations on the structure of the statewide database services & partnerships

· Recommendations on changes in TexShare programs

· Recommendations on potential new TexShare programs

· Recommendations on TexShare priorities through 2008

· Recommendations on next steps in legislation & communication

AGENDA

TUESDAY, JANUARY 20

10:00 Welcome

Sandra J. Pickett, TSLAC Chair

Peggy D. Rudd, State Librarian

10:15 Meeting set-up

10:30 Introductions

11:30 Summary of TexShare programs

11:55 TexShare principles

Critical Question: Can we affirm the TexShare principles?

12:15 Lunch

1:00 Statewide databases with limited budget

Critical Question: How should we structure statewide database services and

partnerships to best meet statewide resource sharing needs?

Background

Small group work

2:45 Break

3:05 Small group reports

4:45 Wrap-up

5:00 Adjourn

WEDNESDAY, JANUARY 21

8:00 New directions for membership and programming

Critical Question: How should TexShare programs move forward?

Small group work

10:00 Break

10:20 Small group reports

12:00 Lunch

12:45 Priorities and implementation steps

Critical Question: What are the priorities for statewide resource sharing and TexShare over the next five years? Where should we put our resources?

Critical Question: What legislative action is needed to achieve these priorities?

Recommendations for changes to database program that have substantial agreement (some groups listed all suggestions):

#1 Get a census of what databases outside of TexShare are being bought by Texas libraries; diverse databases being licensed by TexShare members cost our membership too much. Money could be saved by more databases being centrally purchased. Work through TexShare to form subsets of databases for licensing.

#2 Training in person for library staff. Identify best mode of training for library staff and patrons. Training online/virtual tutorials. Train the trainer model within Systems offices or libraries. Utilize school labs for training.

Additional recommendations:

#3 It could cost less for consortia license for a database vs. individual libraries

#4 Legislate school libraries can be part of TexShare. Funding for db access.

#5 School libraries get no funding for library resources. School taxes fund library resources

#6 Clearly identify how school libraries will participate if they are legislated in.

· Take on role of database quality review for libraries purchasing their own databases

· Quality training delivered virtually

· Template gateway to training and databases

· Collect data on what libraries have remote access and what are not (academic and public libraries) – offer incentive as part of the public library standards

· Use matching funds with K-12 or other communities of database users and TexShare in the 05-06 fiscal years to maintain a standard of service for all

Group 5

Noted that schools are not represented in our group.

Needs being met by current process:

1. Broad range of access and full-text materials

2. Resources have become crucial

3. When people are no longer able to get the academic resources, I can still direct them to the public resources: TexShare

4. TexShare has replaced many paper resources

5. Cost sharing

6. After school needs (when the school library is closed)

7. Very popular with students

8. Equalizing libraries…small libraries are not left out of the mix…meaningful access for libraries and communities that could never afford it

9. Library of Texas, Resource Dis. Service is helping people to search TexShare more effectively

Needs not being met by current process:

1. School library needs, K-12 access

2. Need more information and education. State Library starts programs and we don’t get the information in the field

3. Need to be able to break down usage stats by database statewide…in general, need better statistics…comprehensive use statistics

4. Different goals for different subsets of libraries in terms of resources needed. . . . need a continued assessment of content needs for different constituencies

5. Need more flexibility, a plan for flexibility

6. Need Core + (maybe more than one core)

7. For program survival, we need to select databases based on interest group first, general second. (funding strategy). Don’t cancel anything without consulting members about alternatives

8. The more money we come up with, the less the legislature is going to give us

9. We need to keep in mind the admin. requirements as we expand

10. Amigos should be utilized more…we should look at every major player and maximize our strengths

11. More flexibility at the state level to allow libraries to be more creative in how they pool money for databases - funding options. Libraries should have a voice about how state money is used…e.g. publics want to use Loan Star or system funds for databases

12. More research databases, like Compendex

13. Need simpler interface for users…fewer clicks, fewer interfaces, etc... We have to compete with Google. People don’t want to look at the catalogs, they want a Web site

Recommendations for changes to database program that have substantial agreement (some groups listed all suggestions):

#1 More Flexibility: targeted databases; more flexibility in content, payment, and administration options, participation. Above, when we talk about participation, we also mean K-12.

RE: K-12 access…we want K-12 access, but not without more money. School librarians do want into TexShare, but we don’t want to diminish the resources available to all.

· Develop presentations/toolkits that include cost benefits for the various TexShare programs that are web accessible and assist librarians in educating their communities, their leaders, their patrons about the services and benefits of TexShare programs

Additional recommendations:

· Steep learning curve for K-12 in the beginning, but after initial time, they could help train (train the trainer)

· Need for clearinghouse of training and trainers

· Make use of the whole variety of forms of learning

Selected TexShare program: Communication & Marketing

Recommendations for changes that have substantial agreement:

· Tool kit that can be used as a link from a library’s web page – showcase information and PR materials

New TexShare program: “AskTexas”

Purpose: Statewide collaborative virtual public service element to build on the Library of Texas

Basic description: Start with a region (or county) to develop a working model/pilot – maybe with a grant. Then take the learnings and see what happens.

BIN: the issue of digital archiving

Group 4

Assigned TexShare program: Education

Recommendations for changes that have substantial agreement:

#1 Work with regional library systems, ESCs (if K-12 involved), and other CE providers to develop and schedule one-on-one type training on databases based on need.

#2 Centrally-developed training customized by type of library, need, and/or audience and made available in a distributed manner.

#3 Expand training to include information on collecting and using statistics – of ALL kinds (not just databases)

#1 Provide and encourage use of uniform template to identify services provided by TexShare to member libraries (Web page template, logo or other identifying marks) or require recognition of TexShare databases on integrated library resource pages (e.g. use of TexShare logo)

#2 Refine the brief (30 sec) message to be delivered identifying TexShare and its importance.

Additional recommendations:

· Clearly identify Library of Texas as part of TexShare, following the naming conventions for TexShare programs.

· Talk to organizations (such as TMA, genealogists, professional organizations, TML, K-12 administrators, etc.) about working with libraries to secure funding

#1 Create a Communications/Marketing formal working group. The group could focus on the different audiences we want to communicate to…legislature, libraries, patrons

#2 We need an umbrella term that simplifies/unifies all the resource sharing names, programs

Additional recommendations:

· If you want it to be seamless, it’s difficult to call attention to “TexShare”…Seamless vs. Marketing? Libraries have additional databases which are not TexShare.

· We need to make it look more interesting than Google. Use the term “value-added” when talking about TexShare. Emphasize that concept when talking about TexShare vs. Google… “deep Web”

· Come up with consistent names…Library of Texas vs. TexShare vs. Resource Sharing, etc. Get one message and speak with one voice . . . we need a 30 second sound byte. One comment: don’t like Library of Texas as a marketing term. We need a term with more pizzazz… “library” doesn’t do it these days. Another comment: “TexShare” is the best term to use.

· We should run some public TV spots, PSAs…direct statewide advertising (it was noted TSLAC cannot spend state funds for advertising)

· We need to market to librarians. Maybe funnel the information through the county systems. Librarians need education about why TexShare is a valuable resource. Librarians need to take a personal “buy-in” for the program. Education as marketing.

· Academics could train public library staff, maybe K-12

Selected TexShare program: TexShare Card

Discussion:

Some members in the group mentioned they do not participate in the program. There is a problem with lost materials. Can we put more “teeth” into the program so that it’s more effective? But you can set Card program restrictions if you have problems. There are barriers that are keeping key players out. If we’re a private institution, how can we balance out open access with the needs of our paying students?

Recommendations for changes that have substantial agreement:

#1 Encourage broader participation through a focus group of non-participating libraries to study some of the barriers of non-participation.

Additional recommendations:

· The card program WG should strengthen the program to address the lost materials issue and the needs/issues of privately-owned institutions.

· Make changes to facilitate more participation in the program.

· Changes that would protect institutions from “virtual institutions”

· For public libraries, the regional systems are already supporting their member libraries. The systems could help secure losses due to TexShare Card checkouts.

· Provide more education to librarians about the particulars of the program.

New TexShare program: None

The group consensus is that there are already too many programs that we’re trying to do. We are already scattering our resources thin. Let’s focus on our existing programs (at this time).

APPENDIX G

TOP RECOMMENDATIONS FOR ALL PROGRAMS

· Identify best mode of training for library staff and patrons. Training in person for library staff. Online/virtual tutorials. Train the trainer model within Systems offices or libraries. Utilize school labs for training. (Group 1)

· Bring K-12 into TexShare. (Gives K-12 access to all TexShare programs, requires change in legislation, requires funding, until legislation and funding is accomplished, hold current members harmless and work to offer databases to K-12 in other ways) (Combined from Groups 2 & 3)

· Develop presentations/toolkits that include cost benefits for the various TexShare programs that are web accessible and assist librarians in educating their communities, their leaders, their patrons about the services and benefits of TexShare programs. (Group 3)

· Tool kit that can be used as a link from a library’s web page – showcase information and PR materials / Centrally-developed training customized by type of library, need, and/or audience and made available in a distributed manner. (Group 4 – Education, Group 3 – Comm & Marketing)

· Work with regional library systems, ESCs (if K-12 involved), and other CE providers to develop and schedule one-on-one type training on databases based on need. (Group 4)

· Expand training to include information on collecting and using statistics – of ALL kinds (not just databases). (Group 4)

Communications & Marketing

· Tool kit that can be used as a link from a library’s web page – showcase information and PR materials / Centrally-developed training customized by type of library, need, and/or audience and made available in a distributed manner. (Group 3 – Comm & Marketing, Group 4 – Education)

· Provide and encourage use of uniform template to identify services provided by TexShare to member libraries (Web page template, logo or other identifying marks) or require recognition of TexShare databases on integrated library resource pages (e.g. use of TexShare logo). (Group 4)

RECOMMENDATIONS IN N/3 ORDER

RECOMMENDATION PROGRAM DOTS

Outreach to all libraries:· Establish partnerships that consist of academic, public/school libraries,· Mentor those in geographical area (between libraries),· Cooperative hosting between academic, public & school libraries,· Develop presentations/toolkits that include cost benefits for the various TexShare programs that are web accessible and assist librarians in educating their communities, their leaders, their patrons about the services and benefits of TexShare programs. (Group 3) Education 26

Bring K-12 into TexShare. (Gives K-12 access to all TexShare programs, requires change in legislation, requires funding, until legislation and funding is accomplished, hold current members harmless and work to offer databases to K-12 in other ways) (Groups 2 & 3) Databases 24

Create a Communications/Marketing formal working group. The group could focus on the different audiences we want to communicate to…legislature, libraries, patrons. (Group 5) Comm & Marketing 23

Bring K-12 into card program (work out the details in WG). (Group 3) Card 9

Tool kit that can be used as a link from a library’s web page – showcase information and PR materials / Centrally-developed training customized by type of library, need, and/or audience and made available in a distributed manner. (Groups 3 & 4) Comm & Marketing, Education 9

RECOMMENDATIONS IN N/3 ORDER BY PRORAM

RECOMMENDATION PROGRAM DOTS

Bring K-12 into TexShare. (Gives K-12 access to all TexShare programs, requires change in legislation, requires funding, until legislation and funding is accomplished, hold current members harmless and work to offer databases to K-12 in other ways) (Groups 2 & 3) Databases 24

Tool kit that can be used as a link from a library’s web page – showcase information and PR materials / Centrally-developed training customized by type of library, need, and/or audience and made available in a distributed manner (Groups 3 & 4) (duplicated in Education) Comm & Marketing 9

Provide and encourage use of uniform template to identify services provided by TexShare to member libraries (Web page template, logo or other identifying marks) or require recognition of TexShare databases on integrated library resource pages (e.g. use of TexShare logo) (Group 4) Comm & Marketing 1

Total Dots for Communications & Marketing (3 groups) 57

Outreach to all libraries:· Establish partnerships that consist of academic, public/school libraries,· Mentor those in geographical area (between libraries),· Cooperative hosting between academic, public & school libraries,· Develop presentations/toolkits that include cost benefits for the various TexShare programs that are web accessible and assist librarians in educating their communities, their leaders, their patrons about the services and benefits of TexShare programs. (Group 3) Education 26

Tool kit that can be used as a link from a library’s web page – showcase information and PR materials / Centrally-developed training customized by type of library, need, and/or audience and made available in a distributed manner (Groups 3 & 4) (duplicated in Comm & Marketing) Education 9

Expand training to include information on collecting and using statistics – of ALL kinds (not just databases) (Group 4) Education 3